How to Use Assessments at the Program Level

What this feature does

Assessments are designed to evaluate a client’s progress within the context of a specific program enrollment. Rather than existing independently, assessments are intrinsically linked to the services a client receives in a particular program. This ensures that all data reflects the client’s journey, outcomes, and impact in the correct service context.

By capturing information at key stages: Entry, During, and Exit assessments provide a structured and longitudinal view of client progress over time.

Why assessments are program-based

Assessments only function inside programs because client outcomes are most meaningful when evaluated in relation to the services provided. Linking assessments to program enrollments allows organizations to:

Track progress in context – Outcomes are directly associated with the specific services a client receives.
Preserve historical data – Clients may participate in multiple programs, and each program maintains its own assessment history.
Support accurate reporting – Program-level data enables reliable outcome measurement for funders and stakeholders.
Enable before-and-after comparisons – Entry and Exit assessments provide measurable evidence of program impact.
Improve service planning – Ongoing (“During”) assessments help teams adjust interventions based on client needs.
Ensure compliance – Program-based assessments align with HMIS and Continuum of Care (CoC) requirements.

Assessment stages within a program

Each assessment corresponds to a specific moment in the client’s participation in a program:

These standardized stages create a timeline of change, allowing organizations to understand the effectiveness of their interventions.

Key assessment domains

Program-based assessments evaluate client well-being across three core domains:

1. Living Situation & Needs

Assesses housing stability and immediate service needs, including prior and current living situations, household context, and translation requirements.

2. Employment & Income

Evaluates economic stability through education status, employment, income sources, and access to non-cash benefits.

3. Health & Disabilities

Captures health coverage, experiences of domestic violence, and the presence of disabling conditions.

Together, these domains provide a holistic understanding of a client’s circumstances and progress within a program.

Who can use this feature

Organization Administrators – Can add, edit, archive, and view assessments.
Team Members – Can manage assessments for clients assigned to them.
Interns / Volunteers – Can manage assessments for assigned clients.
Law Enforcement / Victim Advocates – Do not have access to program-based assessments.

Where assessments are located

Assessments are accessed within the Client Toolkit and are tied to a specific program enrollment. Each program maintains its own set of assessments, ensuring that client progress is evaluated within the appropriate service context.

The Program-Based Assessments Dashboard provides:

Program Context Header – Displays the program name and dates.
Assessment Timeline – Lists Entry, During, and Exit assessments.
Recorded By Information – Identifies the staff member responsible for each assessment.
Centralized View – Enables teams to monitor progress and outcomes within the program.

Why this matters

Using assessments at the program level allows organizations to:

Measure program effectiveness and client outcomes.
Demonstrate impact to funders and stakeholders.
Support data-driven decision-making.
Ensure compliance with HMIS and CoC standards.
Maintain clear and contextual client histories.
Enhance service coordination and quality.

Without program-based assessments, it would be difficult to accurately attribute client outcomes to the services provided.

Tips / Best Practices

Conduct Entry assessments promptly to establish an accurate baseline.
Use During assessments to monitor progress and adjust services as needed.
Complete Exit assessments to measure final outcomes and program impact.
Ensure data accuracy and completeness to support reliable reporting.
Leverage assessment insights for program evaluation and continuous improvement.

Need more help?

If you need assistance understanding or using program-based assessments, please contact your Organization Administrator or reach out to our Support Team through the in-platform chat and select “Report an issue.”